Privacy Policy

1. General Information

Thank you so much for visiting the Alphanumeric website.

Alphanumeric Systems is committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you visit or submit an inquiry on our website, in compliance with applicable data protection laws and regulations worldwide, including the European General Data Protection Regulation (GDPR) and other relevant privacy legislation in different regions.

1.1 Introduction

According to data protection laws in various regions, including the GDPR in the European Union and the California Consumer Privacy Act (CCPA) in the United States, Alphanumeric may act as a Data Controller of your personal information. As a Controller, Alphanumeric is responsible for determining the purposes and methods of processing your data. Prior to gathering your information, the company will seek your explicit consent during the inquiry process, as required by law, to proceed with submitting the form.

In addition to the aforementioned regulations, Alphanumeric complies with other relevant privacy laws applicable in different jurisdictions. For instance, in the United States, various state laws may impose additional requirements on data handling practices, including transparency about data collection and usage, the right to access personal information, and the ability to request deletion of such data.

Alphanumeric is committed to ensuring that data protection practices are aligned not only with the GDPR and CCPA but also with other relevant privacy frameworks, thereby safeguarding your personal information across various legal landscapes. We strive to uphold the highest standards of data protection and privacy, ensuring that your rights are respected and that you are fully informed about how your data is handled.

Alphanumeric has a high priority to protect the data of our website visitors/users so that we can establish a loyal, secure, and transparent connection in compliance with your rights as the data subject.

The objective of this Privacy Policy (or ‘Policy’) is to explain exactly what is entailed in this process in further detail below.

1.2 Data Protection Department/personnel

Alphanumeric has a Data Protection Compliance Department that can be contacted at the following email address. privacy-department@alphanumeric.com

Alphanumeric also has a Data Protection Officer based in Europe who is well versed in European Data Protection Regulations. Users may contact them at the following email address:

dpo@alphanumeric.com

If you have any questions or concerns regarding this Policy, please don’t hesitate to contact our Data Protection Department, we will be pleased to assist you.

2. Personal data we process when you visit/use our website

When you visit our website and/or use our online services your visit will be logged, and the following data may be collected:

date and time
IP address currently used by your device
browser type and operating system of your device, and
pages accessed.

The purpose of collecting this data is to optimize and enhance our website and online services. The processing is grounded in legitimate interest, meaning that it is in our legitimate interest to safeguard our website and improve the quality of our services.

Your personal data is only recorded if you provide it to us on your own account, e.g. as part of a registration, a survey, or an online application.

Alphanumeric has taken appropriate measures to ensure that the data provided to us during the registration is adequately protected in accordance with data protection laws.

2.1 User account registration

If you are interested, you can create a customer account on our website by clicking on the following link and filling in your personal information: Alphanumeric | HCP & Patient Experience Plus Global Contact Centers

The personal data you have provided in the registration form will only be processed to respond to your request and further support you in using our services. Filling out and submitting the contact form indicates an affirmative action by which you have given your consent for the data processing. The following personal data will be collected:

Full name;
Phone number;
Email;
Company;
Role (optional); and
IP address.

You can also let us know your areas of interest and you can leave a message with suggestions or questions.

The information that you provide in the registration form will only be processed for creating and maintaining your customer account.

Your personal data will only be recorded until you cancel your subscription. If you proceed with the cancelation, your personal data will be deleted without undue delay except where we are legally obliged by law to further store your data. Please note that you will no longer be able to use your customer account after it has been deleted. If you change your mind later, please proceed with a new registration.

2.2 Cookies

When you visit our website, we use ‘cookies’ to make your visit more enjoyable, in addition to allowing you to use certain functions, in accordance with GDPR and the ePrivacy Directive (Directive 2002/58/EC of the European Parliament and of the Council of 12 July 2002). Additionally, we adhere to relevant laws in the United States, such as the California Consumer Privacy Act (CCPA), which provides consumers with specific rights regarding their personal data. Our approach to cookie usage and data collection is designed to ensure transparency, allowing users to make informed choices about their privacy while enjoying our services. This commitment to compliance reflects our dedication to safeguarding user information across various jurisdictions.

For more information about your rights under the ePrivacy Directive click on the following link: EUR-Lex – 32002L0058 – EN – EUR-Lex (europa.eu)

Cookies are small text files that websites place on your device as you are browsing. They are processed and stored by your web browser. Cookies are harmless and serve crucial functions for websites, and they can generally be easily viewed and deleted.

Some of the cookies we use are deleted after your browser session ends. However, other cookies can remain on your device and enable us or our partner companies to recognize your browser on your next visit.

You can configure your browser settings to be notified about all types of cookies in use, enabling you to allow access to specific cookies while excluding others. Please note that if you do not accept certain types of cookies, some functionality on our website may be limited.

For additional information, please refer to the help section of your internet browser.

For more information about how we use cookies you can access our Cookies Policy by clicking on:

Cookie Policy

2.3 Data transfer / Data location

Third party service providers who process your personal data may be located in countries within and outside the European Union (EU) and the European Economic Area (EEA). Whenever possible, we aspire to ensure that these providers have an adequate level of data protection, even if personal data is transferred to a country outside the EEA for which there is no EU Commission adequacy decision.

Please note that transfers of personal data to other recipients are not carried out, except when we are required to do so by law. If you need more information about appropriate safeguards for the international data transfer or a copy of them, please contact our Data Privacy Department or our DPO, that can be contacted through the channels provided above on item 2.

We use email marketing service providers to manage and send emails to you:

Provider Name: HubSpot. Their Privacy Policy can be viewed at https://legal.hubspot.com/privacy-policy

We use third-party service provider to monitor and analyze the use of our Service.

Your data is located at our partner providers. For more information please visit: https://legal.hubspot.com/privacy-policy

Link to HubSpot data privacy: https://legal.hubspot.com/privacy-policy

2.4 Data retention

Your personal data provided to us via our website will only be stored until the purpose for which it was processed has been fulfilled. Retention periods under commercial and tax law must be observed in accordance with the customs and laws of your locality.

In general, your data will be stored in our system for a period of two years for subscription and/or registration purposes. After this period, we will reach out to you via email to request the renewal of your subscription and/or registration. However, storage durations may be adjusted based on our legitimate interests, such as ensuring data security, preventing misuse, or prosecuting criminal activity. In any case, this period will be limited, and we will contact you to renew your registration/subscription.

3. Your rights as a data subject

As a data subject, you have rights that Alphanumeric highly respects, according to the following descriptive list:

right to receive information about the data processing;
right to demand the rectification of inaccurate data or the completion of incomplete data;
right to request the erasure of your personal data;
right to demand the restriction of the data processing;
right to receive the personal data concerning the data subject in a systematic, commonplace and machine-readable format and to demand the transmittance of these data to another controller;
right to object to the data processing;
right to withdraw a given consent at any time to stop a data processing that is based on your consent; and
right to file a complaint with the competent supervisory authority according to your location.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your personal data, it would interfere with our legal obligations if we were to stop.

Further information on your rights is available from the links below: European Commission | Choose your language | Choisir une langue | Wählen Sie eine Sprache (europa.eu) or; EUR-Lex – 32016R0679 – EN – EUR-Lex (europa.eu)

3.1 Procedure

Any requests to exercise the data subject's rights should be sent to the DPO via email to dpo@alphanumeric.com.

Prior to fulfilling the request of the individual, Alphanumeric may require them to:

specify the categories personal information to which he or she is seeking access;
indicate, to the extent reasonably possible, the system in which the individual’s data is likely to be stored;
specify the circumstances in which Alphanumeric obtained their Information;
provide proof of his or her identity when Alphanumeric has reasonable doubts concerning it, or provide additional information enabling his or her identification;
in case of a request for rectification, deletion, or restriction, specify the reasons why the personal data is incorrect, incomplete, or not processed in accordance with Alphanumeric policies or data privacy legislation.

3.2 Response Period

Within one calendar month of Alphanumeric receiving the request, the Company shall inform the Individual in writing or electronically either:

of Alphanumeric’s position regarding the request and any action the Company has taken or will take in response; or
of the ultimate date on which he or she will be informed of Alphanumeric’s position and the reasons for the delay, which shall be no later than two calendar months after the original one-month period.

3.3 Denial of Requests

Alphanumeric may deny an individual’s request if:

the request does not meet the requirements of the item (1) above
the request is not sufficiently specific
the identity of the relevant individual cannot be established by reasonable means, including additional information they provided; or
the Company can reasonably demonstrate that the request is manifestly unfounded or excessive.

4. Privacy policy extension

This Privacy Policy refers only to the data collected and processed by our website, and applies to the entire company, including all subsidiaries.

If you are one of our workers, employees, or contractors, or otherwise maintain a contractual relationship with Alphanumeric, please contact your local manager or the responsible parties, as per our contractual relationship and/or consult our internal (and/or local) privacy policies related to your area of expertise or partnership, which can be found through the channels you have access to.